Global Events Operations Specialist

About Pic-Time

Pic-Time is redefining the way professional photographers and visual storytellers share, sell, and monetize their work. As part of this mission, workshops and events play a critical role in connecting with our global community of photographers, creatives, and partners. The Events Operations & Marketing Manager is responsible for bringing Pic-Time to life at conferences and industry events worldwide, ensuring seamless execution and consistently high standards.

About the Role

We are looking for a highly organized, hands-on Events Operations & Marketing Manager to own the end-to-end execution of conferences and events globally. This role sits at the intersection of logistics, marketing operations, inventory management, and cross-functional coordination, ensuring seamless event delivery and strong brand presence on the ground.

You will be responsible for turning plans into execution — managing timelines, vendors, materials, communications, and team coordination before, during, and after events.

• Manage negotiation with events and conferences 
• Own end-to-end conference administration and logistics, from planning through on-site execution.
• Manage all operational aspects, including: marketing materials and booth assets,
• shipments and storage coordination, vendor management and payments, booth design coordination, and on-site requirements
• Build and manage event timelines, deliverables, and operational follow-through using tools such as Monday boards.
• Ensure events are executed on time, on budget, and to brand standards.

• Coordinate cross-functionally with Marketing, Community, Customer Success, and Event Owners on event-related campaigns.
• Manage execution of: Social media posts, newsletters, promotional offers
• and event-related communications together with the social media team.
• Maintain ongoing communication with event managers, owners, and community managers to ensure alignment and clarity.
•  Support the brands operations needs- Merch, holiday gifts, etc.
  

• Oversee gifts, product samples, and marketing inventory across storage locations.
• Track inventory levels and ownership.
• Coordinate storage logistics and scheduling with internal teams (Spain & USA).
• Plan replenishment, manage reporting, and ensure materials are event-ready at all times.
  

• Manage event attendance planning, confirmations, and related payments.
• Create event guides, checklists, and training materials for internal teams.
• Align closely with Customer Success management to ensure consistent messaging and on-site execution.

• Strong operational mindset with exceptional attention to detail.
• Proven experience in event operations, logistics, or marketing operations, preferably at SaaS global companies, best in the creative field!
• Ability to manage multiple events, timelines, and stakeholders simultaneously.
• Strong communication, negotiation, and vendor management skills.
• Comfortable working cross-functionally and coordinating across time zones.
• Self-driven team player with strong communication skills and the ability to take ownership in a fast-paced environment
• Has a good eye for design, aesthetics, and brand alignment.
• Proficient with Monday - an advantage
• Proficient in English



*Capacity may change over time, depending on the events in the yearly calendar